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HomeMy WebLinkAboutAgenda Report - July 18, 2007 E-23AGENDA ITEM 50'0S JQ CITY OF LODI COUNCIL COMMUNICATION TM AGENDA TITLE: Adopt Resolution Amending Transit Policy and Procedure for Use of Transit Service Outside of Regular Operations MEETING DATE: July 18,2007 PREPARED BY: Public Works Director RECOMMENDED ACTION: Adopt a resolution amending the City of Lodi Public Works Transit Policy on Transit Services Outside of Regular Service Operations. BACKGROUND INFORMATION: At the June 16,2004 meeting, the City Council amended the original policies and procedures for the use of transit services outside regular operations. Included in the adopted policy was specific language identifying the procedure for utilizing the City's transit services for public service events. In May, the City went through its Triennial Review from the Federal Transit Administration (FTA). At that time, revisions to the policy were requested by the FTA. The revisions, shown in bold italics in the attached policy (Exhibit A), reflect their comments and concerns. The policy revisions include adding mailing a cover letter and copy of the newspaper advertisement to the two national bus trade organizations to the Procedure and creating an excel spreadsheet to track the vehicles used, hours, and mileage by event. Any mileage incurred as a result of these events shall be added to the useful life requirementsfor the vehicle as used to determine replacement. FISCAL IMPACT: Failure to adopt this required change could result in loss of Federal Transit funding. FUNDING AVAILABLE: None required ug�r Richard C. Prima. Jr. Public Works Director\V Prepared byTiffani M. Fink, Transportation Manager RCPrrMFldrr Attachment cc: Liz Diaz, General Manager, MV Public Transportation, Inc. APPROVED: Bla Ing, City Manager KIWPITRANSIT\CRevisedCharterPolicyo7 doc 711012007 RESOLUTION NO. 2007-138 A RESOLUTION OF THE LODI CITY COUNCIL AMENDING CITY OF LODI PUBLIC WORKS TRANSIT POLICYAND PROCEDURES FOR TRANSIT SERVICE OUTSIDE OF REGULAR OPERATIONS NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby amend the City d Lodi Policy and Proceduresfor the "Use of Transit Service Outside of Regular Operations," adopted June 16, 2004, as shown on Exhibit A attached hereto; and BE IT FURTHER RESOLVED that this policy and procedure amendment shall become effective July 19,2007. Dated: July 18,2007 I hereby certify that Resolution No. 2007-138 was passed and adopted by the City Council of the City of Lodi in a regular meeting held July 18, 2007, by the following vote: AYES: COUNCIL MEMBERS — Hansen, Katzakian, Mounce, and MayorJohnson NOES: COUNCIL MEMBERS — None ABSENT COUNCIL MEMBERS — Hitchcock ABSTAIN: COUNCIL MEMBERS— None 0�- RANDIJOHIL City Clerk 2007-138 IAMCITY OF LoDi of eW1 PUBLIC WORKS DEPARTMENT PROCEDURES TRANSIT -1 Use of Transit Services Outside of Regular Operations 07/18/2007 POLICY I. Users of the City of Lodi's transit system shall be encouraged to utilize regularly offered services to address their transportation needs. Federal Transit Administration (FTA) and Transportation DevelopmentAct (TDA) rules and regulations restrict the use of vehicles for any outside service. II The City of Lodi shall limit the use of transit vehicles to City -related functions assuming that the following conditions are met, except as provided in Section III. A The requestfor special service must not interfere with regularly scheduled service to the public or compete unfairly with private operatorswhere private operators are willing and able to provide this service (TDA requirements). B Cost for Transit services incurred byfunctionswith direct City C_ouncillstaff participation shall be monitored and evaluated yearly. Examples of these activities include: Council/commission/staff tours of City facilities Participation in public parades (Parade of Lights, Grape Festival, etc.) Local tours for education programs, such as Leadership Lodi, in which City staff are participating These costs shall be evaluated against expenses incurred by the City General Fund for Transit (rent of office space, secretarial work). Should the costs of performing `special" transit services for City sponsored events exceed the expenses incurred by the City General Fund for Transit, the difference shall be paid to the Transit fund. Transit services for either City and/or non-profit events with City Council/staff participation shall be limited as outlined in Paragraph C. C All requests shall be subject to paying for the full cost of service. III, The City's Transportation Manager shall advertise annually in local newspapers and at bus trade organizations for City events and public service events expected to be approved by the City Council (Sandhill Crane Festival, Grape Festival, etc.) to determine if any private operator is willing and/or able to perform the service If no such provider exists, the City of Lodi's transit service may be utilized at the fully -allocated rate. An administrative fee of $50 will be charged to each applicant to cover the advertisement costs. USE OF TRANSIT SERVICES OUTSIDE OF REGULAR OPERATIONS TRANSIT — 1 Page 2 of 2 PROCEDURE The City of Lodi's Transportation Manager upon receipt of a requestfor service. in conjunction with the transit operator, shall determine that the policy requirements are met. Upon that determination the following general procedures apply. 1. Annually, the Transportation Managershall submit a list of events potentially requiring Transit services outside of regular operations to the City Council for approval. 2. Upon approval of the City Council, the Transportation Managershall advertise the list of events in the local newspaper. In addition, the Transportation Manager shall notify the two national bus trade organizationsof the list and provide a copy of the newspaper advertisement. 3. All applications for special services shall be submitted to either the Transportation Manager or transit operator no less than four weeks prior to an event. (Applications shall be made available at City Hall and the Transit Office.) This shall allow for the proper arrangements to be made to accommodate the service. Applications not presented to Council for approval with the annual advertisement for special events per Section III of the Policy require eight weeks notice to allow for Council agenda scheduling. 4. The transit operator shall attemptto utilize existing service to the extent possible to meet the requested needs of applicants. All requestswhich are eligible under the standard daily operations of Dial-A-Ride/Grapeline service shall be operated as such. 5. Applications which do not meet the conditions of the policy shall be returned within three working days to the applicant to allow for alternative transportation arrangements to be made. 6. A deposit of $25 shall be required at the time the reservation is confirmed. 7. Applicant shall contact the transit operatorthree days before event to re -confirm details submitted-4napplications or to cancel the service request. Any modifications must be made at least 24 hours in advance, however, any cancellation after three days priorto the scheduled service shall forfeit their deposit. 8. Payment is due in full at the time of service. City of Lodi departments will be billed according to City billing practices. 9. Paymentfor services shall be charged according to the applicable published rates. 10. In July of each year, all applicants for special service per Section It B, C of the Policywill be invited to submit their requestsfor the upcoming year. At that time, they will be assigned to the yearly schedule not to exceed 40 specials or $10,000 a year. Requests for services shall be apportioned first to City -sponsored events with the remaining requests allocated equitably among the applicants. This will allow for agencies that have events scheduled for later in the year to apply instead of allowing for a first come. first serve basis. The Transportation Managerwill notifythe applicantsonce the 40 specials/$10,000 of service have been allocated for the year. 11. The Transportation Managershall maintain a list of private providers within the City of Lodi, the City of Stockton, North San Joaquin County and the City of Galt who are to be contacted and shall advertise to update the list as required by Federal and State regulations. Richard C. Prima, Jr. PublicWorks Director CITY COUNCIL BOB JOHNSON, Mayor , JOANNE L. MOUNCE Mayor Pro Tempore LARRY D. HANSEN SUSAN HITCHCOCK PHIL KATZAKIAN CITY OF LODI PUBLIC WORKS DEPARTMENT CITY HALL, 221 WEST PINE STREET P.O. BOX 3006 LODI. CALIFORNIA 95241-1910 (209)333-6706 FAX (209) 333-6710 EMAIL wdept@lodi.gov http:\ ,www.16di.gov July 13, 2007 Ms. Liz Diaz, General Manager MV Public Transportation, Inc. 24 S. Sacramento Street Lodi, CA 95240 BLAIR KING City Manager RANDIJOHL City Clerk 0. STEVEN SCHWABAUER City Attorney RICHARD O PRIMA, JR Public Works Director SUBJECT: Adopt Resolution Amending Transit Policy and Procedure for Use of Transit Service Outside of Regular Operations Enclosed is a copy of background information on an item on the City Council agenda of Wednesday, July 18, 2007. The meetingwill be held at 7 p.m. in the City Council Chamber, Carnegie Forum, 305 West Pine Street. This item is on the consent calendar and is usually not discussed unless a Council Member requests discussion. The public is given an opportunity to address items on the consent calendar at the appropriate time. If you wish to write to the City Council, please address your letter to City Council, City of Lodi, P. O. Box 3006, Lodi, California, 95241-1910. Be sure to allow time for the mail. Or, you may hand-deliverthe letter to City Hall, 221 West Pine Street. If you wish to address the Council at the Council Meeting, be sure to fill out a speaker's card (available at the Carnegie Forum immediately priorto the start of the meeting)and give it to the City Clerk. If you have any questions about communicating with the Council, please contact Randi Johl, City Clerk, at 333-6702. Ifyou have any questions about the item itself, please call Tiffani Fink, Transportation Manager, at 333-6800, extension 2678. Richard C. Prima, Jr. �r • Public Works Director RCPlpmf Enclosure cc: City Clerk NCREV ISE:DCHARTERPOLICY07.DOG